The goal is to ensure every new contact from events is properly added, tagged, and qualified in HubSpot with the right context for smooth follow-up and tracking.
0️⃣ Notify HubSpot Admin
- Inform HubSpot Admins (Mikel and/or Yacine) about the event you or your team member will be attending
1️⃣ Event Tag Creation
- HubSpot Admin creates a new Event Tag in the CRM
- Example: Tech BBQ 2025
2️⃣ Add Contact to CRM
After meeting a prospect, add their contact to HubSpot using one of the following methods:
- ✅ Surfe extension
- ✅ Email import
- ✅ Mobile app business card scanner
- On HubSpot App → press + Create (bottom right) → select Scan card / QR code
- ❌ Manual entry into HubSpot (avoid if possible)
3️⃣ Add Context & Notes
Include all relevant information about the contact:
- Key discussion points
- Interests or needs
- Any A3D internal comments
- (Use lifecycle explanation: Lead, MQL, SQL as reference)
4️⃣ Tag & Qualify Lead
If the contact shows potential interest:
- Assign the Event Tag created earlier (e.g., Event 2025 → Tech BBQ) under BD Effort Category
- Update their Lifecycle Stage:
- Lead → initial contact
- MQL → marketing qualified lead (expressed interest)
- SQL → sales qualified lead (ready for outreach/discussion)
✅ Best Practices
- Always use Surfe or the mobile scanner → avoids manual errors
- Add context immediately after meeting while details are fresh
- Keep Event Tags consistent → helps track ROI per event
- Lifecycle stage updates should match interest level → ensures smooth handoff to sales
🎯 Outcome
Following this process ensures that event leads are captured cleanly, enriched with context, tagged correctly, and qualified for follow-up — making event prospecting measurable and actionable in HubSpot.